Tarusov TranscriptionIndependent transcription and live note taking

Privacy notice

This notice explains how enquiry and assignment information is used, retained and protected, and how to exercise your rights.

Tarusov Transcription is the trading name of Lee Tarusov, an independent transcription and live-notetaking provider in the United Kingdom. This notice explains how personal information is handled when you visit the website, make an enquiry, instruct work or are included in authorised assignment material.

  • Public enquiry forms are for brief, non-confidential information only.
  • Recordings and confidential assignment material are accepted only after scope, authority and secure transfer arrangements have been agreed.
  • Assignment content is used to complete the commissioned work, not for unrelated service improvement or training.
  • Tarusov Transcription does not currently use Google Analytics, advertising trackers or automated decision-making.

Business: Lee Tarusov trading as Tarusov Transcription

Lee Tarusov, trading as Tarusov Transcription, is registered with the Information Commissioner’s Office (ICO). Registration reference: ZC237658. View the public register entry.

Postal address: Lytchett House, 13 Freeland Park, Wareham Road, Poole, Dorset BH16 6FA, United Kingdom

Email: lee@tarusovtranscription.co.uk

Website: tarusovtranscription.co.uk

For website enquiries, quotations, client administration, invoices and our own business records, Tarusov Transcription is the data controller and decides why and how that information is used.

For most client-supplied recordings, meeting content and the documents produced from them, Tarusov Transcription ordinarily acts as a data processor on the instructing client's documented directions. The client remains responsible for its lawful basis, participant information and authority to provide the material. Tarusov Transcription remains a controller for its own security, administration and legal-compliance records.

The services are not directed at children. If authorised assignment material contains information about a child, it is handled only as necessary for the agreed work and under the client's instructions.

When you contact us or submit the public enquiry form, we may receive:

  • your name, email address and organisation, where supplied;
  • the service you are interested in and a brief, non-confidential outline;
  • approximate duration, speaker numbers, preferred output and turnaround;
  • a proposed date, time, attendance format and general location for live work, where relevant;
  • confirmation that you are authorised to make the enquiry or provide proposed material; and
  • correspondence needed to assess suitability, availability, scope and price.

Do not send recordings, evidence, confidential case details or sensitive information about other people through the public form.

After the terms and secure handling arrangements are agreed, we may process:

  • client, billing and authorised-recipient contact details;
  • authorised audio or video recordings and meeting-access information;
  • participant names and relevant roles, where required for the record;
  • statements, discussions and decisions contained in the authorised material or meeting;
  • instructions about format, delivery, confidentiality and deletion; and
  • working notes, drafts, quality-review records and completed transcripts or meeting notes.

We use this information only to scope, perform, review, secure and deliver the commissioned service, deal with agreed corrections and maintain the minimum operational evidence needed.

We do not routinely ask clients to provide health, criminal-record or other sensitive information as general client data. However, authorised recordings or meetings can contain information about health, racial or ethnic origin, political or religious beliefs, trade-union membership, sex life or sexual orientation, as well as criminal allegations, proceedings or convictions.

Where this occurs, the information is incidental to the client's authorised material. It is processed only as needed to complete the agreed work, with restricted access and under the client's instructions. The instructing client is responsible for identifying and documenting the applicable lawful basis and any additional UK GDPR or Data Protection Act 2018 condition.

If Tarusov Transcription needs to use sensitive information as a controller for a complaint or legal claim, it will do so only where necessary and where an appropriate legal condition applies.

We may keep quotations, agreed terms, booking-payment and invoice information, payment status and transaction references, authority and acceptance records, delivery records, and related correspondence. We do not collect payment-card details through the website.

Business mail may be received through UK Postbox. Acting on our instructions, UK Postbox may receive, scan, store, forward or securely destroy correspondence addressed to the business. Originals and scans are managed under the selected account settings and provider terms; information retained in our business records then follows the relevant schedule in this notice.

The enquiry-form system records the submitted information together with limited administrative information such as the submission date and time, browser type and page used. The website host and security services may process IP addresses and technical request information in standard server or security logs where necessary to operate, protect and troubleshoot the website.

No Google Analytics. Google Site Kit is installed for site-management services, but Google Analytics is not connected and no Analytics tracking is currently used. If this changes, this notice and the website's consent arrangements must be updated before Analytics tracking is enabled.

If you raise a query, complaint or claim, we may use your contact details, correspondence and relevant quotation, service, transaction and delivery records. We do not routinely request sensitive information for this purpose. If it is genuinely relevant, we limit it to what is necessary to investigate, respond to or establish, exercise or defend a legal claim.

Where Tarusov Transcription acts as controller, the lawful basis depends on the purpose:

  • Contract and pre-contract steps: to prepare a quotation at your request, enter into agreed terms and provide the commissioned service where you are the contracting individual.
  • Legitimate interests: to respond to business enquiries, communicate with an organisation's representatives, administer and secure the service, prevent misuse, keep proportionate operational records and establish, exercise or defend legal claims. We balance these interests against the rights of the people concerned.
  • Legal obligation: to keep required tax and accounting records, respond to valid legal requirements and meet other duties imposed by law.
  • Consent: only where we expressly ask for and rely on consent for a particular optional use. Consent is not the usual basis for performing an assignment.

Where Tarusov Transcription acts as processor for assignment content, the instructing client determines the lawful basis and Tarusov Transcription processes the content only on documented instructions, except where the law requires otherwise.

  • directly from the person making an enquiry or giving instructions;
  • the instructing client or its authorised representative;
  • meeting organisers, managers, employers, HR professionals or authorised recipients;
  • participants during a live meeting; and
  • authorised recordings, documents or systems supplied or nominated for the assignment.

Different records serve different purposes. The working retention schedule is:

Record typeNormal retention
Enquiries that do not proceedDeleted from active form and correspondence systems within 14 days after the enquiry is closed, unless a short record is needed to prevent misuse or deal with a complaint or claim.
One-off assignment contentSource recordings, working notes, drafts and retained delivery copies are kept through the 10-working-day correction window after confirmed delivery, then deleted from active storage within two working days. The delivery message states the review deadline and deletion date. A shorter period or different written deletion point may be agreed or instructed by the Controller; earlier deletion may limit source-based checking. Necessary dispute or legal holds are limited to relevant material and reviewed until they can end.
Regular-client informationCurrent contact and service-administration information is kept while the regular client relationship remains active. It is reviewed at least annually and deleted or anonymised when the relationship ends or the information is no longer needed. Assignment content is still deleted according to the written terms for that assignment; it is not kept indefinitely merely because the client is regular.
Quotes, authority, contracts and delivery recordsKept only where needed for administration, payment, complaints or legal claims, normally for up to six years after the assignment is completed.
Invoices, payments and tax recordsKept for at least five years after the 31 January Self Assessment filing deadline for the relevant tax year, or longer if HMRC or another legal requirement applies.
Complaints and claimsKept for as long as the matter remains active and afterwards only for the applicable legal limitation period or as otherwise required by law.
Technical logs and backupsRetained according to the host or security provider's operational schedules. Deleted assignment content may remain temporarily in protected backups until routine overwrite; backups are not used as active working storage.

If information must be retained for a legal obligation, dispute, safeguarding concern or legal hold, access is restricted and it is deleted when that reason ends. A valid erasure request may not override a legal duty to retain a record.

We limit disclosure to what is needed for the relevant purpose. Recipients may include:

  • the instructing client and recipients expressly authorised for the assignment;
  • Hostinger, for WordPress website hosting and related infrastructure;
  • UK Postbox, for receiving, scanning, storing, forwarding or securely destroying business correspondence under our instructions;
  • Microsoft 365, for authenticated business email, storage and agreed secure delivery;
  • Cloudflare, for DNS and web-security services where enabled;
  • a secure transfer or meeting system selected or approved by the client;
  • professional advisers, insurers, courts, regulators or public authorities where disclosure is necessary and lawful; and
  • another supplier only where agreed with the client or necessary to provide a contracted technical service. No additional person receives human access to assignment content unless agreed in writing or required by law.

Some technology providers use infrastructure or subprocessors outside the United Kingdom. Where Tarusov Transcription makes a restricted transfer, it relies on an applicable UK adequacy regulation or approved contractual safeguards, such as the UK International Data Transfer Agreement or UK Addendum, together with appropriate security measures. You may ask for further information about the relevant safeguard.

  • access to assignment material is limited to Lee Tarusov unless another arrangement is agreed in writing;
  • recordings and confidential material are not accepted through the public enquiry form;
  • the transfer method, authorised recipient and deletion point are agreed before material is supplied;
  • business email is authenticated and access-controlled; and
  • completed work is delivered only by the agreed method to the authorised recipient.

No method of transmission or storage can be guaranteed to be entirely risk-free. Security measures are reviewed and adjusted according to the sensitivity and practical requirements of the assignment.

Depending on the circumstances and lawful basis, you may have the right to:

  • ask for access to your personal information;
  • ask for inaccurate or incomplete information to be corrected;
  • ask for information to be erased;
  • ask for processing to be restricted;
  • object to processing based on legitimate interests;
  • receive certain information in a portable format; and
  • withdraw consent where consent is the lawful basis, without affecting earlier lawful processing.

These rights are not absolute and exemptions may apply, particularly where Tarusov Transcription holds material only as a processor for a client. In that situation, the request may need to be referred to the instructing client. We will normally respond to a valid request without undue delay and within one month.

Right to object. You have the right to object to processing based on legitimate interests. Contact us using the details at the beginning of this notice and explain the processing you object to.

We do not use personal information to make solely automated decisions with legal or similarly significant effects. We do not use assignment material for advertising, profiling or unsolicited marketing.

Please contact Tarusov Transcription first if you have a concern about how your personal information has been handled:

Email: lee@tarusovtranscription.co.uk

If you remain unhappy, you may complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline: 0303 123 1113

Website: ico.org.uk/make-a-complaint

This notice will be reviewed when services, suppliers, retention arrangements or tracking technologies change. The current version and effective date should be shown wherever the notice is published.

WordPress uses authentication and preference cookies for signed-in administration. Website hosting, caching, form and security services process technical request information to deliver and protect the site. Their role and recipients are described above. Blocking necessary browser functions may prevent sign-in or parts of a form from working.

The availability guide requests busy dates and times from this website. It does not connect to Google Calendar, store client appointment details or add a tracking cookie. Google Analytics and advertising tracking are not currently enabled by us. We will review the notice and any required visitor choices before introducing optional analytics or third-party embeds.

Website email delivery uses Microsoft 365 through FluentSMTP. Delivery logs in WordPress are configured for automatic deletion after 14 days; mailbox correspondence follows the relevant enquiry or assignment schedule above.